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How to Sync Microsoft Outlook Tasks with iPhone and get Reminders

Published 2008/08/07 by Vinod

Apple conspicuously did not provide any Task Management application for the iPhone, even with the latest firmware updates. For some, the default ‘Notes’ application itself provided a simpler way to manage tasks. There was expectations of iPhone featuring a default Task Management application with the MobileMe launch. But that did not happen either. Fortunately, with the AppStore featuring plenty of native Task Management applications, the void has been filled perfectly. One specific Task Management Application which I bought was ToDo by AppiGo. Interestingly You can setup ToDo to Sync perfectly with the Microsoft Outlook too.

First download and install the ToDo app on your iPhone through AppStore. Setup synchronization with the ToodleDo Service. Download the ToodlDo Sync Application and run it along with Microsoft Outlook. Automatically all your tasks will be synced across the iPhone, Cloud and Outlook.

Getting Task Reminders on iPhone!

Presently, Apple iPhone SDK does not provide for running background notification services. Hence by default ToDo will not be able to give Tasks reminders. But there is a simple way out!. You can automatically sync the dated Outlook tasks as a Outlook Calendar Entry using TaskToCal ($19.95). Thereon You get timely reminders of your ToDo’s!

59 Comments

The Toodledo Outlook plugin worked great for me, but I couldn’t get TaskToCal to set a reminder in the calendar. It synchronized the tasks to the calendar, but it didn’t set the reminder, so I’m not notified at the appropriate time.

I talked to support at TaskToCal, and they said it doesn’t set the reminder in the calendar on purpose because you would get two reminders in Outlook and that would be an annoyance.

Unless I’m missing something, this does not work as the article implies. “Download the ToodlDo Sync Application and run it along with Microsoft Outlook.” How? I have ToDo as a stand-alone app on my iPhone. There does not appear to be any connectivity between it and ToodleDo (as it is spelled in the dialogue box that appears when you move your cursor over the icon) Sync and/or Outlook. Also, rather annoyingly, the ToodleDo Outlook Sync program dialogue box interrupts each time it seeks to retrieve information, and it created duplicate tasks when I tried to sync tasks with more than one computer. I content that this isn’t filling perfectly the iPhone task management the void. Help!

Help! I know it’s been a while since this posting, but I just got my iPhone on Monday and I’m desparate to get my tasks on it. I followed the directions about downloading the ToDo application & I did the Toodle stuff also, but when I sync I don’t get my tasks from Outlook. Thanks for any help you can give me.

the new missing sync for iphone, with free Fliq apps (Fliq Docs, Fliq Notes) works! I just downloaded it and the fliq apps (which dynamically support the synching) and synchronized my notes from iPhone to my mac, and transferred over wifi docs like my PDFs and Word files from the mac to my iphone so I can read them on the train to/from work. Thanks MarkSpace!

I looked at the AppiGo website. It seems that it will only Sync with Apple computers. I have a windows computer (Vista). Someday I may get a Mac; but I don’t have one now and need to get my tasks. The comments above do not distinguish between Mac/PC; but the AppiGo website does. Is there any hope I can get my tasks from Outlook to my iPhone?

Jeff or Anyone, I downloaded everything like before mentioned. Will it actually pull my tasks from Outlook or do I need to reenter everything into this program. If so it kind of defeats the purpose. I have XP by the way.

Todo sync runs in you tray, and it has a few options for which you can set how things sink up. I think it can be set to automatically sync on a schedule, but I just hit the manual button once a day, and todo sync will sync up outlook and toodledo in seconds. Been using this for about a month now, no duplicates or erroneous deletions, it just works. I don’t know if this makes a difference or not, but I use a local outlook pst file, my tasks don’t sit on an exchange server.

Installed this and it worked fine at first. I am getting the tasks copying themselves with the Outlook sync. I started by manually syncing then as it was due to sync another copy of the tasks appeared. Any thoughts?

None of the above works for me.
I don’t want my calendar & tasks in the cloud at all.
I just want to sync Outlook tasks on a Windows PC direct with iPhone via USB cable.
Surely that is not too much to ask.
This has been a dead simple proedure on Nokia and Windows Mobile phones for years.
Has Apple been living under a rock?

It’s the rest of the world that’s been living under
the rock except for the Tasks/Todo/Notebook area
of Apple which is under not just a rock but a boulder,
perhaps a moutain. While 3rd party apps exist,
Apple never provided it, in going with their “home
style computer” approach which has held them back
from business acceptance for their MacBook and iPhone,
both immensely superior devices to non-Apple equivalents
on average.

Same as you, I was expected simple outlook task sync by USB cable (same as my palm or nokia phone) Since I already got cell cervice provide by my cie, I do not want pay for data service as a extra. If you found a way to do this sync between outlook task and iphone, let me know…. I will probably resell my iphone to get a blackberry … to bad ..

Sorry I don’t have access to MS Exchange server, so cant help you with that.

The point I was trying to make was that I want to sync tasks direct to Outlook on my PC via USB to avoid paying exhorbitant data charges to my mobile carrier.
It seems Steve Jobs & Co have decided we have no choice but to line the pockets of the Telcos.

Like Ju, I will probably give my iPhone to one of the kids too.
Repeating tasks doesn’t work. They either disappear altogether or duplicate themselves.
Looking at the HTC Touch HD2 which is supposed to be released here on 18th January.

I’ve had better success w/ keeping my tasks updated w/ the iPhone than with my former windows mobile device. I can enter tasks via Outlook, iphone, or web interface and it all syncs seamlessly. I can even add to my wife’s task list which syncs up to her iPhone. I’ve had no issues using the methods described above, and since it syncs via the cloud I no longer have to fight the USB/bluetooth connection issues I always seemed to have w/ windows mobile.

Toodledo for tasks
Mobilenoter for notes (syncs w/ microsoft Onenote on the pc)
Pocket Informant for the calendar

With these apps, I can keep track of practically everything I need w/ the iPhone.

Tasks:
I use the ToodleDo sync (Version 0.9.9.6) tool listed above along with the free toodledo service, but paid the few $ for the iPhone app. Although Pocket informant has a task manager as well, I prefer the toodledo app. I’ve also setup a launchy script for adding tasks to toodledo using command line interface via my laptop. As for setting this up, I didn’t do anything special. I’m running XP sp2, Outlook 2003 SP3. My calendar/tasks/emails are stored on a Personal Folders file, locally on the pc. I simply installed the toodledosync tool, and run the manual sync once/day. On the “synchronization” tab, everything is enabled except auto sync and ignore existing completed tasks.

Calendar:
My work calendar is in Outlook, but I have multiple personal calendars that are in Google calendar. Since Outlook 2003 doesn’t support multiple calendars as well as 2007, I use SyncMyCal (outlook plugin) to sync multiple google calendars into “categories” in outlook. That way, my entire calendar (work + personal) is in outlook and google calendar, but I can filter based upon the Outlook categories when I only want to see certain calendars only. If categories weren’t so important, then Google has a sync tool that will bring outlook and gcal together.

Now that the entire calendar is in gcal, regardless of what tool used to get it there, then it’s simple enough to set up pocket informant to sync up w/ gcal. Sounds like alot of steps, but once it is setup it’s seamless. I have complete access to all of my calendars via iPhone, gcal, and Outlook, plus my wife and I can see/edit each others calendar (gcal and iPhone).

Notes:
Onenote on the PC (much preferred over evernote) and Mobilenoter on the iPhone, syncing thru cloud (wi-fi available as well).

After 1 month and a half of Iphone, I’m fed up. It’s not an smartphone. For those who came from Nokia it’s just like a step back. It’s amazing that we can’t syncronize the tasks. Incredible… unbelieveable, which solution do they give us? Even I would accept to change Outlook for another program, but they just have let us abandoned. Not funny.

I agree Josep.
The iPhone is only a pretend smartphone. An Ipod trying to be a smartphone and failing miserably.
For business productivity my old Nokia was light years ahead of iPhone.
Since my previous post I have given up on the HTC HD2 as they only have one warranty repairer in this country and forums indicate this is a major problem.
I’m now looking at getting a Nokia N900 Maemo.

I agree…I like the iPhone overall, but this feels like banging my head against a wall… Just want to sync with Outlook tasks via USB. Should be the simplest thing in the world…Windows Mobile and I’m pretty sure Android can do it easily with no hassle or the need to buy 50 additional apps. WHY?

2011/12/08

Stuart Cracraft

Zig – I disagree with you.

The iPhone is a significant device.

If you lived in Orange County, California,
I would give you a personal demo.

Have you ever been given a demo by someone?
(not a salesman mind-you.)

just purchased Iphone 4 and discovered that it still does not feature native task mgt within the sync with Outlook. Still have to use data connection for non resident task mgt apps which is rather expensive when abroad. this is incredible ! is Apple listening to customers since the first Iphone went out or are they autists ? I’m gonna sell it back and keep my Blackberry Storm. really pissed off…

I am looking for an iphone app that enables me to sync to my corporate TASKS in Outlook (mail,calendar work as part of iphone functionality).
I have tried a few apps but there seem to be issues – possibly blocked by firewal ?
Does htis app overcome aby firewall issues ?
Thanks

I use Pocket Informant for Tasks in iPhone, needs WebIs for about $6 to be installed on PC to then allow sync with Outlook via WiFi (no need for cloud). Works well, has task notifications & handles recurring tasks.
PI also has Calendar appointments but I turn off the internal PI calendar and let it use the iOS calendar which then gets synced normally via iTunes (if you leave both PI & iOS calendars on then you get duplicate appointments displayed). I like the PI week (7 day) view, instead of the iOS day or month view.
Have discovered minor bugs which they fix as they are reported.